a company
Our client is a treatment center that offers treatment programs for children with autism, ADHD, speech impairment and more disorders. They are currently looking for an Office Administrator to be based in Bahrain.
Duties and Responsibilities:
Written assignments
• Answering and direct phone calls
• Obtaining and recording customer information
• Reply to emails
• Preparing documents including office correspondence, memos, resumes and presentations
• Coordinate and manage appointments, meetings and conference room schedule in order to prevent duplicate bookings
• Make sure the reception and waiting area is clean and neat
• Recording the minutes of the meeting
scheduling
• Scheduling sessions for therapists and clients
• Scheduling parent training sessions for parents and the clinical team
• Update schedule when necessary
• Maintain the schedule and ensure that all therapists sign for sessions and
• That appropriate schedules are created
• Fill in the daily attendance of our clients on the treatment session tracker
• Send appointment/event reminders to parents and team
• Tracking staff availability in order to determine staffing requirements
• Send parent training and meeting schedules to parents on a monthly basis
• Organizing employee coverage when the employee is on annual leave/absent/sick leave
• Tracking Guidance System
Human Resources
• Submit employee login and all HR paperwork
• Make a new appointment on board when a new employee joins including the filing of documents
• Coordination with the Ministry of Labor, Social Development and Tamkeen for rehabilitation and salary plans
• Coordination with the clearance company to obtain the visa and the CPR process for expatriate employees
• Training new employees on practice management software
• Send updated policies and procedures at the beginning of the year
• Update the employee handbook
• Update the policy manual
• Facilitate staff team building events and activities
• Organizing team birthdays
• Track and notify therapists when their annual RBT renewal is due
• Clinical Director 1 month ago
• Maintain HR files with employee papers
• Update group email lists
• Update BCBA Clinical Department supervision hours on a monthly basis and send them to the ED
• Ensure employee leave is calculated and documented during attendance reports and remaining employee leave
• Send travel policies to employees
• Ensure that late or absent employees attend sick leave
• Filter, check and organize interviews
• Preparing tests for the team
Client
• Welcoming visitors and directing them to the relevant office/staff
• Message and actively respond to parents when needed
• Forward session notes on a daily basis
• Sending welcome emails to parents
• Track when clients are due for their quarterly progress report and notify their Senior Therapist two weeks in advance
• SLP, OT
Proofread and submit progress reports to the client:
– parents
– Pediatrician
– Any other specialists (neurologist, psychiatrist)
Follow up with quarterly parental satisfaction surveys
– Make sure all client files are organized in Rethink
Contact the parents if there is an incident report
– Take and send videos of clients to their parents on WhatsApp after the approval of the clinical director
– Weekly update of client data in MailChimp
– Carry out checklists when the customer exits the service
Invoices
– Notify the Accounts Department of any new customer invoices or quotations that are required
– Follow up on outstanding customer invoices
– Make sure to schedule sessions only after payment is received
– Collect payments via the card machine as well as upload and store receipts in the petty cash box
– Notify accounts of any client payments that have been received
– Notify accounts of any package changes
Late cancellation invoices in line with company policy
– Record office expenses and track budget
Ensure that there is sufficient amount in the petty cash fund to purchase weekly stationery
• High school diploma or bachelor’s degree in business administration, or a related field.
• 2 or more years of experience in office management.
• Proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook and Access).
• Comfortable handling of confidential information.
• Multitasking and time management, with the ability to prioritize tasks.
• Maintain the health of CPR.
Propel Consult offers a service in line with the needs of both our client companies and candidates. Our ability to add value to all levels of employment stems from our sincere belief in providing professional service to both parties. We have built relationships with many leading local and multinational organizations across the Middle East and internationally in countries such as UAE, Qatar, Saudi Arabia, Oman, Bahrain, Kuwait, Egypt and many more. The concentration of our resources has resulted in the creation of 5 distinct specialized divisions:
- Banking and Financial Services
- Human Resources
- oil and gas
- Building
- architecture